The library occasionally receives duplicate copies of documents that do not get added to the collection. These duplicates will generally be labeled "dup" and placed on the shelf labeled "Duplicates" or "Permission to Withdraw." When a significant number of duplicate documents accumulate, we need to create a duplicate exchange list that will be sent to our regional depository, the State Library of Ohio.

1. Make sure that each document has a SuDocs number clearly labeled on it. If not, try to find an accurate SuDocs number for it (see SEARCH STRATEGY).

2. Arrange the documents in SuDocs number order on the shelf (including microfiche and CD-ROMs).

3. Taking a handful of documents at a time (keeping them in order!) to one of the department workstations, type an offers list according to the format outlined here:

A. Type in the title "Offers List" at the top of the first page.
B. Create two columns with the Tab keys: "SuDocs Number" and "Title."
C. Type in the SuDocs number and title of each document, single spacing between lines within an entry and double spacing between entries.
D. At the end of each title, type any notes about special format in parentheses. This means you should type MF for microfiche, CD for CD-ROM, or BD for a bound volume.
E. Type our library name, address, and depository number at the bottom of each page.

4. When you have finished one batch of documents, return them to the shelf in the correct order and repeat the above instructions until all documents on the Duplicates shelf have been added to the Offers List. Remember to save the Offers List file regularly so that your work is not lost!

5. When you have finished typing the list, save the file on diskette and give it to the Government Publications Associate for review. Page numbers and footer information can be added at this point.

6. The Government Publications Associate will type up a letter to accompany the offers list and print out both the letter and the list. The letter should then be sent out to:

We will receive a response letter within a few weeks indicating how long we need to keep the documents on our list. (See FILLING DUPLICATE EXCHANGE REQUESTS for information on how to handle requests.)

7. Once the deadline for the list sent to the State Library has passed, we can send the offers list to the national offers list. Be sure to delete any items that were sent to fill someone's request, then send the updated offers list file to: